FINANCE FOOTNOTES 1

A Publication of Accounting Services, Business and Financial Affairs

Volume 13, Issue 7 JULY 2004

Debby Short and Bill Santiago are trading places! Well, not exactly. Bill Santiago, our wonderful PCard and Corporate Express program coordinator, has accepted a Buyer II position with Eastern Washington University. Bill and his family are moving to Cheney, Washington, exchanging his Viking helmet for a set of Eagle wings. At Eastern Washington University, Bill will manage their PCard program as well as performing various purchasing duties.

Debby is taking over the administration of the PCard and Corporate Express programs. She will also be working to develop other similar electronic relationships with major suppliers to the University. Debby has worked in Purchasing for ten years, and has most recently been involved in computer and software purchases. If you’ve searched for a great deal on a computer for your department, then you have probably already met, or at least talked to Debby.

Purchasing is reviewing the permanent organizational changes needed to continue the great service you have been receiving. For an interim period, Debbi Baughn will assume Debby Short’s computer purchasing responsibilities. Debbi can help with computer pricing questions, however if you have questions relating to computer configuration issues, you may want to check with Fred Robson at X/7737.

So you see, Debby and Debbi are almost trading places, while Debby and Bill are trading places, and making an exact switch, minus the Eastern Washington and moving to Cheney part. Kind of exactly but not quite…

FINANCE FOOTNOTES

Topics This Issue

1. Good Luck, Mr. Bill! 1. Welcome Debbie and Teresa! 2. Questions and Answers 2. FY 2005 Month End Closing Schedule

WELCOME TOWELCOME TOWELCOME TOWELCOME TO

We want to extend a big Western Welcome to Debbie Hutchinson and Teresa Mroczkiewz:

• Debbie is our new Buyer III in Facilities Management. She replaces Tom Lambke who retired on April 30th. Debbie has over 15 years professional buying experience and most recently worked as a Senior Buyer at Xantrex Technology in Arlington. Debbie hails from Stanwood.

• Teresa is our new Internal Control Officer and she comes to us from the Whatcom County Treasurer’s Office where she served as a cash management administrator. Teresa has held a number of financial management positions including Vice President with U.S. Savings Bank. Teresa graduated from Western with a degree in Accounting and she lives in Bellingham.

Both Debbie and Teresa start work at Western on July 6th. Welcome aboard, Ladies!

www.acadweb.wwu.edu/BFA/BusinessServices

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FINANCE FOOTNOTES 2

Question: We have a piano in our building and we asked a Western employee (who works in the Music Department) to tune it. This fellow also has a business that handles pianos -- tuning, repair, etc. Now we want to pay him for tuning and repair work of our piano, can I pay him on a Services Reimbursement Form, or, since he is an employee do I have to pay him in some other way?

Answer: You mentioned our employee works for the Music Department If the employee tunes pianos for the Music Department, then he is doing the same thing for your department, and he should be paid through payroll. However, if he does not tune pianos in his regular job, and he is performing a different service for you, then he is paid through a Services Reimbursement form.

Question: What should I do with the blue invoice approval form if it is O.K. to pay? Should I save it?

Answer: Only if you want to. The “blue” colored INVOICE/CREDIT MEMO APPROVAL FORM indicates that the Accounts Payable (A/P) department has received an invoice from a vendor. This invoice will be processed for payment on the date noted. If the goods have been received in acceptable condition and the account coding is correct, no action is required. But if there are problems (e.g. wrong item, incorrect pricing), please indicate them in the “Invoice Problems” section and return the blue form to A/P. Some departments save the blue form because a copy of the invoice is attached to it. But AP saves the original invoice on file, so it is not required for departments to keep the blue form and the copy of the invoice, unless they prefer to do so. Question: What form do I use to look up the information on a Journal Voucher? I tried FOIDOCH but that didn't work. Answer: FGIDOCR works pretty well…

“ Suicide in Buffalo is redundant.”

— Neil Simon (taken from A Chorus Line) for Nancy Larson ☺

Questions and

Answers

FY 2005 MONTH END CLOSING SCHEDULE

Month & Year

Final Date to

Submit Uploads and Interfaces to Accounting

Tentative

Month EndClosing

Date

July 2004 August 3rd August 5th August 2004 September 2nd September 7th

September 2004 October 4th October 6th October 2004 November 2nd November 4th

November 2004 December 2nd December 6thDecember 2004 January 4th January 6th

January 2005 February 2nd February 4th February 2005 March 2nd March 4th March 2005 April 4th April 6th April 2005 May 3rd May 5th May 2005 June 2nd June 6th June 2005 July 1st* July 5th*

*Tentative date – subject to change

Do you have any questions that you would like answered in the next Finance Footnotes?

If so, please forward them to George Edward at the Help Desk X5890, Fax X7724,

george.edward@wwu.edu or MS 1420.